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Mapping Your Organization to using Managers

Here's how to use Managers to build your hiearchy

Transitioning from a flat department structure to a hierarchical system allows Applauz to scale with your organization as it grows. Instead of manually managing permissions for every group, the system now uses your "Chain of Command" to automate visibility and access.

Phase 1: Establish the "Chain of Command"

The foundation of the new system is the manager-employee relationship. Every employee must have an assigned manager to create the logical organizational chart that powers automatic roles.

  • Audit Your Data: Ensure every employee has a documented manager in your source system (HRIS or CSV).
  • Bulk Assignment: Use the Employee Management page to bulk assign reporting lines if they aren't already synchronized.
  • Automatic Role Attribution: Once managers are identified, the system automatically assigns the Manager Role to anyone with direct reports and the Employee Role to everyone else.

Phase 2: Define Your Department Hierarchy

While managers handle "who reports to whom," Departments now define "who sees what" through layering.

  • Move Beyond Flat Lists: Instead of 50 independent departments, group them. For example, place "Regional Sales" and "Enterprise Sales" under a parent "Global Sales" department.
  • Visibility Flow: Members of a "child" department will automatically see posts and announcements targeted at the "parent" department, simplifying internal communications.
  • Avoid Loops: Ensure your hierarchy is a clean tree structure; the system will prevent department paths from looping back on themselves.

Phase 3: Implement Permission Scoping

Rather than giving a manager "Admin" rights just so they can see their team’s info, use Scopes to limit their reach to their specific permissions.

Scope Setting

What it Does

Best Use Case

Direct Reports

Limits the permission strictly to employees who report to that manager.

Viewing personal info or editing profiles.

Custom / Manual

Allows you to select specific users, departments, or teams manually.

Cross-functional project leads or HRBP roles.

Everyone

Grants the permission across the entire organization.

Global view of the Newsfeed or Employee List.

Off

Disables the permission entirely for that role.

Restricting sensitive actions like deleting posts.

Phase 4: Modernize Notifications

With the deprecation of the "Department Head" attribute, notifications now follow the manager-employee link.

  • Perk Fulfillment: When an employee redeems a reward, the system will now notify their Direct Manager instead of a generic Department Head.
  • Celebrations: Set birthday and work anniversary notifications to "Direct Reports Only" so managers stay informed about their specific team without being overwhelmed by company-wide alerts.